When a class shows as full, three things still empty the mat: the spot freed at 6:45 pm that stays empty, the student who books every session of the month in one go, and the one who books and then doesn’t come. The Class settings screen has a setting for each: the waitlist, the booking window and the no-show penalty.
1. Open the class settings
In the management menu, under Classes & learning, the Class settings entry gathers the enrollment behaviour for the whole academy. Each setting applies to all your classes at once, nothing to redo slot by slot.
2. Turn on the waitlist
Flip the Waitlist switch. From then on, on a full class, the enroll button becomes “join the waitlist”.
As soon as an enrolled student drops out, the first in line is enrolled automatically and notified. Nothing to arbitrate on your side, and first come first served is respected. A waitlisted student who no longer wants to come can leave the list themselves.
3. Set a capacity on the classes concerned
The waitlist only matters if a class can be full. A class without a maximum capacity never is. Open each slot concerned with Edit and enter the number of spots in the Maximum capacity field, at the bottom of the form. Classes with no limit stay open to everyone, waitlist or not.
4. Set when bookings open
The booking window and the penalty only affect bookings made by students (or by a parent for their child). A student you enroll yourself, a student auto-enrolled on a time slot, or a student who scans the single academy QR code on arrival (with free scan allowed) is never blocked.
Turn on Booking window, then pick under Bookings open how many days before the class students can book: 3, 7, 14 or 30 days.
Bookings open at midnight, academy time, on that day. With 7 days, a Monday 7 pm class becomes bookable from 12 am the Monday before. A student who tries earlier sees “Bookings not open yet” with the opening date. The waitlist follows the same rule.
5. Turn on the no-show penalty
Turn on No-show penalty. A student who booked and didn’t come is then suspended from new bookings at your academy for the chosen length. They get a notification and, if they try to book, see “Bookings suspended” with the end date. The suspension protects booked spots, not access to the mat: you can still enroll them yourself, and if your academy uses the single QR code with free scan, they can scan on arrival.
Any booked student who didn’t scan the QR code or was marked absent by the professor counts as absent. These never count:
- a class where nobody was validated present: it’s treated as “no roll call”, which protects you from an oversight;
- a cancelled class;
- a booking made with a class pack or a trial class;
- a student you removed from the class yourself.
The rule only applies to classes held after you turn it on: turning on the penalty doesn’t sanction absences from previous days. The absence is recorded at the earliest 12 hours after the class starts, which leaves the professor time to take or fix the roll call.
Then set the four lines that appear:
- Suspension length: 3, 7, 14 or 30 days. The suspension ends at midnight, academy time. A new absence during a suspension extends it, without adding the lengths together.
- Absences before suspension: from the first absence, or after 2, 3 or 5 absences. This is the leeway you give to one-off slips.
- Absences counted over: the period over which those absences add up, from 30 days to a year. It only shows if you tolerate several absences. An older absence drops out of the count, and the counter restarts from zero after each suspension.
- Late cancellation: cancelling less than 2, 6, 12 or 24 hours before the class counts as an absence. Choose “Do not sanction cancellations” to only count actual no-shows.
6. Warn students before they get suspended
The Members to warn line in the settings, also in the management menu under Classes & learning, lists the students who already have one or more counted absences without being suspended yet, the most exposed first. Each shows their count (“2 counted absences out of 3”) and how many are left before suspension. Your professors can see it too: they’re the ones who can have a word after class. The list only fills if you tolerate several absences: when students are suspended from the first one, nobody is “to warn”.
7. Lift a suspension
The Suspended members line opens the list of suspended students, with the reason (missed booking or late cancellation) and the end date. Lift suspension lets them book again right away, and they get a notification.
Often there’s nothing to do: marking the student present, late or excused on the missed class, from the roll call, lifts the suspension automatically. That’s how you correct a student who came without scanning.
If you want to stop everything
Turn off No-show penalty: no suspension applies anymore, all your students can book right away. If you turn it back on later, only classes after that count toward new absences. Careful: a suspension whose end date hasn’t passed yet applies again when you turn it back on. Lift it in Suspended members if that’s not what you want.